--- title: "Outlook Templates" slug: "outlooktemplates" updated: 2026-04-15T01:21:38Z published: 2026-04-15T01:21:38Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.12dsynergy.com/llms.txt > Use this file to discover all available pages before exploring further. # Outlook Templates Admin Content You can create different email templates for different operations in 12d Synergy. They can be triggered from the 12d Synergy Client application and the 12d Synergy plugin in MS Outlook. For instance, your organisation might have a standard email used for unsuccessful Tenders. This could be a template email triggered via the **New Email from Template** button on the 12d Synergy plugin in MS Outlook. Or you may circulate a project update weekly to the team on a job. This could be a template email, triggered from the **Email** button in the 12d Synergy quick access toolbar when you access the Teams link from the job tree in the 12d Synergy Client application. ### 1.1. How to Define a Template for an Action #### 1.1.1. Create an Email Template in MS Outlook 1. In MS Outlook, draft an email message with all the formatting that you wish to have in a template. 2. Select the **File > Save As** option and save the email as a **.msg**file (Outlook Message Format) in a location on your system. This file acts as a template for your emails. 3. Open the job in which you want to save the template in the **12d Synergy Client** application. 4. Create a folder to save the email templates, and subfolders for each operation type you want to create templates for. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/outlooktemplates.doc-image-i7ce28zv.png) 5. Add the template(s) you have created to the corresponding subfolder created for the selected operation. The subfolder for the selected operation now has the template created for that operation. You can have multiple templates for an operation. When the operation is triggered, all the templates added for that operation are displayed. You can then select any one template that matches your requirement. #### 1.1.2. Attach the Email Template to an Operation 1. In the **12d Synergy Administration** application, select the **Emails > Outlook Templates** tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/outlooktemplates.doc-image-jp5iw1ln.png) 2. Select the required operation from the **Operations**tree structure displayed in the left box of the **Outlook Templates**tab. 3. Click the **Change**button. The**Find a job**window is displayed. 4. Search for the required job, and access the subfolder that you have saved for the operation selected in Step 2. 5. Click the **Select** button. The template(s) added to the selected subfolder are displayed in the right box of the **Outlook Templates**tab. ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/outlooktemplates.doc-image-t41psbr0.png) Thus, the template for an operation is attached to the operation. So whenever the email option is selected while the operation is initiated, the corresponding template is triggered. #### 1.1.3. Email Trigger Points for Various Operations | Action | Email Triggered from | | --- | --- | | **Email Contact** | **12d Synergy Client**application **> Window** file menu **> Contacts**option **>** Select a contact from**Contacts** tab**> Email** button. | | **Email Team** | **12d Synergy Client**application **>Team**link in the job tree structure **> Email** icon ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/outlooktemplates.doc-image-ocxsebk7.png)button in the 12d Synergy quick access toolbar **> Use** button in**Select users**window. | | **Transmittal Files** | - **12d Synergy Client**application **>**right-click a file to be transmitted > **Data out** option> **Transmit**option > **Use an existing transmittal set**option > Click the **Add**button in **Add to an existing transmittal set** window > In the **Transmit Set**window, select **Via Email (Outlook)**option from the**Transmit these files** list and enter other mandatory details and click the **Transmit**button. - **12d Synergy Client**application **>**right-click a file to be transmitted **> Data out**option**> Transmit**option **> Create a new transmittal set**option > Enter a name for the new file set and click the **Create**button in the **Create a File Set**window **>**In the **Transmit Set**window, select **Via Email (Outlook)**option from the**Transmit these files** list and enter other mandatory details and click the **Transmit**button. | | **Email File Link** | - **12d Synergy Client**application**>**right-click a file **> Other**option **> Create Link**option **> Email**option. - **12d Synergy Client**application**>**right-click a file **> Other**option **> Create Web Link** option **> Email**option. | | **Send to Email Recipient** | **12d Synergy Client** application **>**right-click a file **> Data Out** option **> Send To** option **> Mail Recipient**option. | | **Email Published Files** | **12d Synergy Client**application **>**right-click a file to be issued > **Data out** option> **Publish**option > Select the **Send email**check box in the **File Publishing**window and click the **Publish**button > In the **Send published email**window, select the **Send email manually via Outlook**option and add an email recipient using the **Add Contacts**button and click the **Publish**button. | | **Email Transmitted Published Files** | - **12d Synergy Client** application **>**Right-click a file to be transmitted **> Data out**option **> Transmit**option **> Use an existing transmittal set**option **>**Click the **Add**button in the **Add to an existing transmittal set**window **>**In the **Transmit File Set**window, select **Via Publishing (Outlook)**option from the**Transmit these files** list and enter other mandatory details and click the **Transmit**button. - **12d Synergy Client** application **>**Right-click a file to be transmitted **> Data out**option **> Transmit**option **> Create a new transmittal set**option **>**Enter a name for the new file set in the **Create a File Set**window **> Create**button > In the **Transmit Set**window, select **Via Publishing (Outlook)**option from the**Transmit these files** list and enter other mandatory details and click the **Transmit**button. | | **New Outlook Emails** | In **MS Outlook > 12d Synergy Plugin > New Email from Template**icon ![](https://cdn.document360.io/36833d89-59e3-46a5-b491-e9aa1b524a85/Images/Documentation/outlooktemplates.doc-image-dd1uigry.png)button. |